Inventory tracking can be done in different ways, such as tracking by batch number or serial number. Rewaa platform allows you to use these methods to manage inventory accurately. In this article, you will learn the steps to add tracked products on the platform.
What are Tracked Products?
Tracked products are those whose inventory is monitored using unique identifiers, such as:
Batch Number Tracking: A number that identifies each batch of products manufactured at the same time, allowing you to track them from production until expiry (e.g., medicines and food products).
Serial Number Tracking: A unique code made up of numbers and letters that identifies each item individually. It is used only once to track the product from entering inventory until it is sold, commonly applied to high-value products such as electronics and jewelry.
Key Definitions
SKU (Stock Keeping Unit): A unique identifier for the product made up of numbers or letters, which cannot be duplicated. You can add it according to your indexing system or generate it from the platform.
Barcode: A set of numbers that distinguishes products from each other.
Initial Cost: The amount paid to the supplier to purchase or manufacture the product, used to calculate net income.
Initial Quantity: The available quantity of this product type.
Retail Price: The unit selling price to the customer.
Wholesale Price: The selling price in bulk, usually lower than the retail price.
Last Purchase Price: The last price paid to the supplier for the product, considered as the initial cost.
Steps to Add a Tracked Product Manually
Step 1: Select Product Type
Go to Products & Inventory > Products > New Product.
Choose product type: Simple Product.
Step 2: Add Main Information
Product name.
SKU.
Barcode (optional).
Description (optional).
Product images (optional):
Click Browse Images.
Select the image(s) and upload them to the platform.
If you add multiple images, mark (✔) the main image to display it on the cashier screen.
Step 3: Choose Tracking Type
Check (✔) the option Track this product.
Select tracking type: Batch Number or Serial Number.
Step 4: Add Quantity and Pricing
Initial cost.
⚠️ Note: Initial cost cannot be added or edited manually after saving the product data.
Initial quantity: can be entered manually after saving or later via purchase invoices.
Retail price.
⚠️ Note: Set the tax settings (Tax-inclusive or Tax-exclusive) before adding products. [Click here for steps].
Wholesale price (if applicable).
Last purchase price.
Select the type of sales tax.
Step 5: Classify the Product
Category: Choose a product category, or click (+) to add a new one. [Click here for steps].
ℹ️ Note: Helps organize products in the sales screen and track sales per category in reports.
Supplier: Choose a supplier, or click (+) to add one. [Click here for steps].
ℹ️ Note: Helps track sales by supplier through product sales reports.
Brand: Choose a brand, or click (+) to add one.
ℹ️ Note: Helps track sales by brand through product sales reports.
Step 6: Add the Product to the Platform
Click Save. The product will be added directly to the Products section. You can add quantities manually or via purchase invoices.
Step 7: Add the quantity of the tracked product
Add the quantity manually
(This action is available only for customers who have not enabled the Accounting System.)
⚠️ Note: Generally, we do not recommend adjusting quantities manually to ensure inventory accuracy, since stock is affected by operational processes (e.g., receiving new stock or performing stocktaking).
Go to Settings > Settings.
Enable Manually adjust product quantity at the bottom of the page.
Go to Products & Inventory > Products.
Click the product name to open its details.
For Batch-Tracked Products:
Click Product Tracking Info – Batch.
Click Add Quantity.
Enter the following data:
Supplier name
Location
Creation date
Batch quantity
Batch number
Expiry date
If multiple batches exist, click Add Quantity again and enter details.
Click Save.
For Serial-Tracked Products:
Click Product Tracking Info – Serial Number.
Click Add Quantity.
Enter the following data:
Supplier name
Location
Creation date, expiry date (optional)
Quantity (only one item per serial number)
Serial number of the first item
If multiple items exist, click Add Quantity again and enter details.
After adding all data, click Save.
How to Sell a Tracked Product in POS
Batch-Tracked Products:
Sold according to the order of batches added in the system, following FIFO (First In, First Out).Serial-Tracked Products:
Go to Sales & Customers > POS.
Open the cash register.
Search for the product name or scan the barcode.
Enter the item’s serial number.
Click Add Product.
Complete the invoice steps.
FAQs
1. Can I add a tracked Variable Product?
Yes. Add a Variable Product, enable tracking, and select the tracking type. After saving, add quantities (Step 6 in this article).
2. Can I enable tracking after adding the product?
No. Tracking must be enabled before adding the product.
3. Can I change the tracking type after adding the product?
No. Tracking type cannot be changed once the product is added.
4. Is there a notification for product expiry?
Yes. A notification will appear in the platform when a product is near its expiry date.
5. Why is the option “Add Quantity” not showing in Product Tracking Info?
You may have enabled the Accounting System, in which case quantities must be added through purchase invoices.
Or, you may not have enabled the permission to add quantities manually (see Step 6 in this article).
6. Can I add tracked product quantities via purchase invoices?
Yes. [Click here for details].
7. Can I sell tracked products individually or in packs?
Yes. Enable the option This product is sold in pack and enter pack details. [Click here for details].
8. Can I edit the serial number after adding it?
No. Make sure the serial number is correct before saving.
9. Does the product name change when switching the platform language to English?
No. Product names appear exactly as entered. You can enter both Arabic and English in the same field when adding the product, so it appears in both languages.